Integrative Psychiatry, PLLC · KY Center for Advanced Neuromodulation, PLLC.
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Integrative Psychiatry, PLLC and KY Center for Advanced Neuromodulation, PLLC operate as a single affiliated covered entity for purposes of the federal privacy rules. We share one office, one clinical and administrative team, and one medical record. Both practices follow this notice. Throughout it, "we," "us," and "the practice" refer to both.
Integrative Psychiatry provides psychiatric care on a fee-for-service basis. KY Center for Advanced Neuromodulation bills commercial insurance for transcranial magnetic stimulation.
Your health information includes everything we create or receive that identifies you and relates to your health, your care, or payment for your care. Your chart, your treatment plans, your medication history, your questionnaire scores, your TMS and ketamine session records, your billing records, and our correspondence with your other physicians all count.
We are required by law to protect this information, to give you this notice, and to follow the terms of the notice currently in effect.
We use your health information to provide, coordinate, and manage your care. Your physician reviews your history to build a treatment plan. Our nursing staff sees your record before an infusion. Our TMS coordinator reads your motor threshold and your stimulation parameters before a session. We send information to your primary care physician, your therapist, your pharmacy, and any specialist involved in your care.
Example: Before your first ketamine infusion, your physician shares your blood pressure history and your current medication list with our infusion nurse.
We use and disclose your health information to bill and collect for your care.
When insurance is involved. TMS is the one service we bill to commercial insurance. Getting that treatment authorized and paid requires us to send your health plan clinical detail. That includes your diagnosis, the antidepressants you have tried and how you responded, your symptom rating scores, the number of sessions delivered, and your progress during treatment. Your plan's utilization reviewer may request records, may ask our physicians to justify continued treatment by telephone, and may audit what we submitted. Appeals of a denial require the same detail again. Federal law permits these disclosures for payment and does not require your separate written permission for each one.
When you pay us directly. Most of what we provide is fee-for-service, and for those services we send your health plan nothing.
Example: Your health plan requires prior authorization for TMS, so our billing team submits your diagnosis, your medication trial history, and your PHQ-9 scores to the plan's reviewer.
We use your health information to run the practice. That covers quality review, outcome tracking, staff supervision, credentialing, licensing, accreditation, business planning, legal and accounting services, and resolving a grievance.
Example: Our physicians review de-identified outcome data across our TMS patients to evaluate whether a protocol change improved remission rates.
We may call, text, email, or mail you about an appointment, a refill, a lapsed treatment course, or a treatment alternative that may interest you. Tell us to stop and we will.
We may share information relevant to your care with a family member, a partner, or a friend you have involved. If you can tell us your preference, we ask you first. If you cannot, and we judge it to be in your best interest, we use our professional judgment. We may tell a family member enough to locate you or to explain your general condition in an emergency.
Companies that perform services for us may need your information to do the work. Our electronic health record vendor, our billing clearinghouse, our transcription service, our attorneys, and our accountants are examples. Each signs a written agreement requiring the same protections we provide.
We conduct clinical research. We will ask for your written permission before enrolling you in a study or using your identifiable information in one. An institutional review board or a privacy board may approve limited uses of your information without your permission, including preparation of a research protocol, and we will not remove your information from the practice in that circumstance. We may use and share information about patients who have died for research purposes.
We disclose your health information when federal, state, or local law requires it.
We may disclose your information to a public health authority for disease prevention or control, to report a birth or a death, to report a reaction to a medication or a problem with a medical device, or to notify someone who may have been exposed to a communicable disease.
We report suspected child abuse or neglect, adult abuse or neglect, and other circumstances required by Kentucky law.
If we believe you present a serious and imminent threat to yourself or to an identifiable person, we may disclose what is necessary to prevent the harm, including to law enforcement and to the person at risk. Kentucky law governs when a mental health professional must take this step.
We may disclose your information to an agency conducting an audit, an investigation, an inspection, a licensure action, or a civil or criminal proceeding related to the health care system.
We may disclose your information in response to a court order, a subpoena, a discovery request, or similar lawful process. Records of psychiatric treatment carry additional protections in Kentucky courts, and we assert them.
We may disclose limited information to law enforcement to comply with a court order, warrant, or grand jury subpoena; to identify or locate a suspect, fugitive, material witness, or missing person; about a crime victim under specific conditions; about a death we believe resulted from criminal conduct; about a crime on our premises; or in an emergency to report a crime.
We may release information to identify a deceased person, determine a cause of death, or allow a funeral director to carry out their duties.
We may release information to organizations that handle organ procurement or transplantation.
We may disclose your information as authorized by Kentucky workers' compensation law.
We may disclose information as required for military command authorities, for authorized national security and intelligence activities, for protection of the President and others, and to a correctional institution holding you in custody.
Anything not described above requires your written authorization. Three categories deserve specific mention.
Psychotherapy notes. A psychotherapist's private session notes, kept separate from the rest of your record, require your written authorization for nearly every disclosure. Very narrow exceptions exist for supervision, for our own legal defense, and for the safety exceptions above.
Marketing. We will not use or disclose your health information for marketing without your written authorization. That includes using your name, your image, your words, or your treatment story in any advertisement, on our website, on social media, or in printed material. Patient testimonials on our website appear only with signed authorization.
Sale of your information. We do not sell your health information, and we would need your written authorization to do so.
You may revoke an authorization in writing at any time. Revoking it stops future use. It cannot undo a disclosure we already made in reliance on it.
Some categories of your information carry protections stronger than the federal baseline. Where a stricter law applies, we follow the stricter law.
Kentucky mental health records law restricts disclosure of records of psychiatric and behavioral health treatment beyond what federal law requires.
Substance use disorder records. Records we receive from a federally assisted substance use disorder treatment program are protected by 42 CFR Part 2. Those records, and any testimony relaying their content, may not be used or disclosed in a civil, criminal, administrative, or legislative proceeding against you without your written consent or a court order that meets specific requirements. You may complain about a violation of Part 2 to the Secretary of Health and Human Services.
HIV and AIDS information, genetic information, and sexually transmitted disease information carry additional restrictions under Kentucky and federal law, including the Genetic Information Nondiscrimination Act.
You may ask us to limit what we use or disclose for treatment, payment, or operations, and to limit what we tell a family member. We are not required to agree, and we will tell you if we decline.
If you pay for a service in full out of pocket, you may require us to withhold information about that service from your health plan. We will honor that request. Tell us at the time of service, before we submit anything. For patients who do not want a psychiatric claim in their insurance record, this right matters, and most of what we provide is already fee-for-service.
You may ask us to contact you at a specific number, a specific address, or by a specific method. Ask us not to leave a voicemail, or to send mail to your office instead of your home, and we will accommodate any reasonable request without asking your reason.
You may inspect and receive a copy of your medical and billing records. Submit the request in writing to our practice manager. We will respond within thirty days. We provide an electronic copy in the form you request when we can readily produce it, and we may charge a reasonable, cost-based fee for copying, mailing, or a summary. You may also direct us to send a copy to a person you name. We may deny access in limited circumstances, and where the law allows, you may ask for a review of that denial.
If you believe something in your record is wrong or incomplete, ask us in writing to amend it and tell us why. We may deny the request, including when we did not create the entry or when we determine the record is accurate. If we deny it, you may submit a statement of disagreement, and we will include it in your record.
You may request an accounting of disclosures we made in the six years before your request, excluding disclosures for treatment, payment, operations, and several other categories. One accounting per twelve months is free, and we may charge for additional requests.
Ask at the front desk and we will hand you one, even if you have already received it electronically. This notice is also posted at integrativepsy.com.
If a breach compromises your unsecured health information, we will notify you.
A person holding your medical power of attorney, or a legal guardian, may exercise these rights on your behalf. We will ask to see the documentation.
We are required by law to protect your health information, to notify you of a breach affecting it, and to follow the terms of this notice. We will not use or disclose your information for any purpose not described here without your written authorization.
We may change this notice and apply the change to information we already hold. A revised notice will be posted in our office and at integrativepsy.com, and we will give you a copy at your next visit if you ask.
Tell us first. Our practice manager will look into it.
You may also file a complaint with the federal government:
We will not retaliate against you for filing a complaint.
Our Privacy Policy covers a separate subject: what happens to information you give us through this website, by phone, or by email before you become a patient.